Human Resource Information Control Analysis Order Instructions: HR Information Control Analysis
In human resources departments, a repository of information on employees is kept.
Keeping this information confidential and secure is a topic of concern for all HR practitioners. Based on the information you have read in this unit, in a 2—3-page paper describe what your approach would be to manage personal employee information and provide a supporting rationale. Discuss the issues that may arise from the mismanagement of personal employee information and the liability for employers that may exist as a result.
*** Recommends strategies for maintaining the privacy of employee HR and benefit records and includes supporting details and rationale.
*** Analyzes the necessity of retaining and maintaining confidential employee information and includes supporting details and rationale.
Submit your HR Information Control Analysis paper in this assignment.
Human Resource Information Control Analysis Sample Answer
HR Information Control Analysis
To ensure proper management of employee information, it is important to understand the meaning of personal employee information, circumstances under which to collect, use or disclose personal employee information without seeking the employee’s consent, the responsibility to provide access to or correct personal employee information, safeguard the information and the during for which to retain an employee’s information (Society For Human Resource Management, 2014).
Personal employee information involves personal information of a person considered a potential employee, a current employee or a former employee. Information required by an institution for purposes of establishing, managing or terminating an employment relationship with a person is considered as personal employee information. It includes personal contact information, date of birth, employee number, salary or wages, taxation information, the hours of work, absences, vacation dates, terms and conditions of employment, disciplinary matters, work history, resumes and references, training received, and performance assessments (Tohidi, 2011).
To avoid legal liability, it is important to ensure that the collection, use, and disclosure of an employee’s personal information without the consent of the employee is to be solely for the purposes of recruiting, managing or terminating an employment relationship. In addition, the collection, use, and disclosure of personal employee information should only be based on a reasonability test. It is also important to provide current employees with notice as to the purposes for the collection, use or disclosure of personal information. Furthermore, the employee’s privacy rights need to be protected by the right to request to and correction of his/her personal information. The most important issue regarding personal employee information is taking reasonable measures to ensure that the information is safeguarded against unauthorized access, modification or destruction, and that it is retained only for a reasonable time as long as it is within the employment relationship.
Mismanagement of human resource information systems leads to legal, financial and functional problems for an organization. This impacts negatively on the efficiency and effectiveness of an organization as it leads to broken relationships between employees and the employer as well as among employees. Poor management of the HR information system is characterized by inadequate or lack of training of employees on information systems, seamless system integration, and inefficient system usability. Consequently, many employees find it difficult to use the provided information programs and end up becoming a liability to the company rather than serving a positive role within the business (Tohidi, 2011).
There are various strategies for maintaining the privacy of employee HR. It is important to ensure proper reporting using detailed guidelines, schedules, structures, and routines. The management decisions should also incorporate proper management of HR information systems in the organization’s overall vision and company goals, long-term objectives, organizational structure, staffing and labor relations, crisis management, and control of overall operations. The institution should also embrace personal computers management. The benefits of personal computer management include increased productivity and independence from Management Information System management. The organization should ensure proper staffing by hiring a competent personal computer manager and a network manager to ensure that information is properly maintained and kept safe.
Retaining and maintaining confidential employee information is necessary to avoid legal issues such as identity theft, data breach notification and privacy laws such as the Health Insurance Portability and Accountability Act, which mandate employers to devise processes and procedures for securing and safeguarding sensitive employee data and notifying employees of any breach of the confidential information (Society For Human Resource Management, 2014).
Human Resource Information Control Analysis References
Society For Human Resource Management. (2014). Confidentiality: Liability: Why is confidentiality critical to human resources? Retrieved from: http://www.shrm.org/templatestools/hrqa/pages/cms_017789.aspx
Tohidi, H. (2011). Human Resources Management main role in Information Technology project management. Procedia Computer Science, 3, 925-929.
